Administrative Assistant

Position Summary

Rutgers University–Newark (RU-N), an urban public research university and anchor institution located in Newark, New Jersey—a city of promise—is seeking an Administrative Assistant. The Administrative Assistant provides front line contact as a patient liaison within Student Health services, oversees the check-in/check-out process, appointment scheduling, triaging, prior authorizations, referrals, administrative and physician support. The administrative assistant possesses a commitment to excellence in the development of medical and departmental knowledge, skills, and quality patient-focused service. The administrative assistant provides support to the Student Health Services (SHS) department and staff by assisting with the coordination and administration of all front desk operations and calendaring.

This position is responsible for and not limited to the following:

• This position is the first point of connection when students, faculty, or staff contact the health center.
• Provides front line contact for the department by answering telephones, directing and responding to callers, relaying messages to appropriate recipients and greeting patients and visitors with the highest level of customer service.
• Must have medical knowledge in order to triage—able to decipher the urgency of phone calls and patient visits; correspondingly scheduling or relaying to provider appropriately.
• Helps direct patient navigation and facilitates patient flow.
• Scheduling appointments for patients and having a working knowledge of providers, understanding systems, processes, and medical services rendered.
• Monitors online portal and student health email. Answers scheduling and administrative questions and notifies appropriate level provider for medical questions.
• Ensures patients are prepared for their appointment by informing them of items to bring to their appointment and of the appropriate practice policies.
• Possesses an understanding of when to escalate calls to a supervisor.
• Check patients in and out, collect co-pays, scan insurance cards and ensure other required documents are reviewed and signed.
• May schedule radiology testing/procedures according to department guidelines. Follows up about test results and appropriately notifies provider upon completion and scans results into chart once seen by provider in timely fashion.
• May schedule and confirm testing, surgeries, and procedures according to department guidelines.
• Ensures all correspondence and documents are appropriately uploaded to and maintained in the electronic medical record; scanning reports, test results, and any other forms.
• Instruct patients and assist them in navigating EMR.
• Acquire insurance pre-authorization/referrals from managed care plans for all required services, admissions, procedures, diagnostic tests and medications.
• Has knowledge of appropriate administrative and release forms and scans into patient chart promptly.
• Handles patient records to HIPAA standards and with the utmost professionalism and confidentiality.
• Has knowledge of medical and insurances system and can help patients navigate their healthcare.
• This position is responsible for the timely opening and closing of the health center and responsible for all front desk duties.
• Responsible for administrative operations in the reception area including answering phone calls and relaying phone messages; checking and disseminating mail; assisting all staff with scheduling; copying and scanning procedures for department, ensuring proper functioning of systems including but not limited to Xerox machine, telephone systems, panic alarms. Connects to various responsible parties if something is not at optimal functioning.
• Departmental administrative operations include system-wide updates, maintaining accounts, expenditures, completing forms, ensuring timely ordering of supplies, and coordinating IT support for department as needed.
• Manages travel arrangements and conference registration for all staff, and manages overall upkeep of health center including maintenance of waiting room.
• Prepares and processes purchase orders.
• Processes payroll for SHS student worker and any type 4 employees and works with clinical coordinator to ensure timely submission. Serves as back-up payroll manager for Health Promotion Division, and Office of Disability Services, pantry in the absence of both the H&W Business Specialist and Administrative Assistant. Will onboard student employees of the department as needed.
• Works with physical plant as needed to handle maintenance issues within the building. Handles the safe shredding of confidential patient charts.
• Supports all health center events by coordinating with catering and reservations to ensure seamless processes for staff. Manages and ensures timely payment for all vendors.
• Attends events to represent SHS and other H&W departments and creates flyers and social media advertisements when asked.

Minimum Education and Experience

• Requires a bachelor's degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing.
• Also requires good communication skills and computer literacy.